Scanning of Tax Rolls and Other Document Imaging Services

The Vendor is required to scanning of tax rolls and other document imaging services to digitizing paper records for electronic storage, processing, and retrieval.
- The county desires to reduce its paper records storage
•    To convert tax roll books by town into an electronic format to be stored and retrieved from the county’s electronic content management (ECM) system after the foreclosure of the tax lien for that specific levy. 
•    To digitize inactive employee records that have a long-term retention period for storage in the county’s ECM system. 
•    To digitize additional records as identified that may have historical significance or require a longer than average retention
- The county uses on base, a product of Hyland software Inc., as its ECM system. 
- The tax rolls are considered public information to be available to the public at all times. 
- The employee records need to be searchable by appropriate county staff for answering inquiries from various entities, including the state and local retirement system
- Tax collection unit
•    The majority of documents measure approximately 11 inches wide by 14 inches long and are housed in two-hole punch ledger binders.
•    The tax roll records, including but not limited to warrants, resolutions, and correspondence will also be scanned and included as part of the digital surrogate for each tax roll.
•    this record series is arranged chronologically and by municipality
- Payroll unit:
•    Most documents measure 8.5 inches wide by 11 inches long and are housed in heavy duty folders labeled with employee specific information. 
•    Records will include system printouts, fax, employment information requests, withholding forms, and other printed material that may have handwritten notes on them. 
•    There are approximately 500 employee folders to scan with an average of 10 files per folder.
•    The majority of documents are in stable condition and with information recorded using typeset fonts and handwritten notation.
- Document imaging, conversion, and indexing
•    Provide a scanning, imaging, conversion, and indexing process with the resulting images and data being sent to the county for import into the county’s electronic content management system. 
•    Convert paper documents of varying sizes to electronic format. 
•    Document sizes may range from small (letter size) to large (ledger size paper). 
•    Pick up boxed files from designated county locations and transport them to the vendor’s scanning facility. 
•    Store files in a secure location with fire and burglar alarm protections during the entire time they are in the vendor’s possession. 
•    Prepare documents for scanning by removing staples, bindings, paperclips, post-it notes, etc. 
•    Image and index documents according to the state archives’ digital imaging guidelines mutually agreed upon between the county and vendor. 
•    Store physical files after the images of the respective files have been delivered to the county and the county has reviewed the images through their quality control process.
- Quality control
•    The resulting digital images and index data in accordance with the state archives’ digital imaging guidelines.
•    Quality control process to verify the following:
1.    The correct number of images (pages) for each record has been captured.
2.    The images are not obscured, streaked, skewed, incomplete, or unreadable.
3.    The index information for each document is complete and accurate.
- Test scans
•    Provide complimentary test scans and indexing of no fewer than 12 files to verify the vendor’s process will produce the images and data as required by the county. 
•    The test scans are required before the vendor begins the scanning job so that adjustments can be made if necessary.
•    If the vendor cannot produce scans or index files in an acceptable format and quality, then the contract would be terminated.
- Document imaging
•    Scan paper documents. 
•    If a document consists of multiple pages, the document must be scanned as a single file, multi-page document. 
•    Fragile documents or documents that require special handling will be processed in the safest way to protect the integrity of the original document and ensure readability in electronic format. 
•    The imaging process will capture 100% of the information on each page of each document. 
•    The process must preserve data identical to, or functionally equivalent to, the original record. 
•    Documents will be scanned front-to-back with pages in the same order as exists in the physical record. 
•    Documents will be imaged single-sided or duplex as required. 
•    If specified by the county, blank pages will be removed from the resulting image. 
•    Scanned images will not be modified in any way other than those allowed in the state archives’ digital imaging guidelines. 
•    Documents and images must be oriented correctly for viewing. 
•    Documents will be scanned in black and white, grayscale, or color as specified by the county. 
•    All images produced will be in either tiff or pdf and a format, use lossless compression, and be imaged at a minimum of 300 PPI with a 1:1 image ratio. 
•    All scanning will be performed in accordance with the state archives’ digital imaging guidelines.

- Contract Period/Term: 1 year
- Questions/Inquires Deadline: September 15, 2025